initialbay

Passing on Traditional Expertise, Connecting Today with Tomorrow. And, our goal is helping build the future.

Privacy Policy

In today’s information society, Initialbay Co., Ltd. is committed to comprehensively providing appropriate system proposals, planning and design, and infrastructure equipment. We are engaged in services related to communication network systems, including design, construction, planning, development, maintenance, and consulting. We believe that these business activities are built on relationships of trust with our stakeholders (including customers, business partners, and employees).

In conducting our business activities, we recognize it as our social responsibility to protect all personal information we obtain (including information about our employees) in compliance with the Act on the Use of Numbers to Identify a Specific Individual in Administrative Procedures (hereinafter referred to as the “My Number Act”), the Act on the Protection of Personal Information (hereinafter referred to as the “Personal Information Protection Act”), and JISQ15001:2017 Personal Information Protection Management Systems – Requirements. We hereby declare that all of our employees shall commit to the following.

  • 1. We clearly specify the purposes of acquisition, use and provision of personal information at the time of acquisition of personal information, including customer personal information handled in our business and specific personal information handled in employment and other related processes, and use such information within the scope of the purposes of use for which consent has been obtained. Furthermore, except in any of the following cases, we neither use personal information beyond the scope necessary to achieve the purposes of use nor provide it to any third parties. We also implement measures to ensure this.
    • (1) When a specific individual identifiable by personal information (hereinafter referred to as an “identifiable person”) has given consent.
    • (2) When disclosure is required by laws or regulations.
    • (3) When it is necessary to protect the life, body, or property of the identifiable person or another person (including corporations), and it is difficult to obtain the consent of the identifiable person.
    • (4) When it is necessary to cooperate with a national government organ, local government, or person entrusted thereby in performing the functions prescribed by laws or regulations, and obtaining the consent of the identifiable person is likely to interfere with the performance of those functions.
  • 2. We comply with all applicable laws and regulations concerning the handling of personal information, including the “My Number Act” and the “Personal Information Protection Act,” as well as national guidelines and other relevant standards.
  • 3. We take preventive and corrective measures against unauthorized access to personal information, as well as loss, destruction, falsification, or leakage of personal information.
  • 4. We provide training on the handling of personal information to all employees, including officers and temporary staff, at least once a year.
  • 5. To facilitate the smooth execution of our business operations, we may outsource the processing of all or part of personal information to external contractors. (In such cases, we select contractors with adequate security management measures, and contractually obligate them to implement such measures.)
  • 6. We promptly respond to requests from identifiable persons (including their agents) for disclosure, correction, deletion, suspension of use or provision of personal information, as well as complaints and inquiries.
  • 7. We continuously review and improve our personal information protection management system.

Date of Establishment: April 1, 2008
Date of Revision: September 11, 2017

Yoshitaka Mitsuhashi
Representative Director
Initialbay Co., Ltd.

Contact for requests for disclosure and other handling, complaints, consultations, etc. regarding personal information
Hideaki Sato, Personal Information Protection Manager, Initialbay Co., Ltd.
TEL: 03-5860-7565
FAX：045-722-3630

Complaints and consultations are also accepted at the organization below.
Contact point: Accredited Personal Information Protection Organization Administrative Office, Japan Institute for Promotion of Digital Economy and Community
Address: Roppongi First Building, 9-9 Roppongi 1-chome, Minato-ku, Tokyo, 106-0032, Japan
TEL: 03-5860-7565
Toll-free number: 0120-700-779

Handling of Personal Information by Our Company

  • 1. Name of the Business Operator

    Initialbay Co., Ltd.

  • 2. Personal Information Protection Manager

    Hideaki Sato, Personal Information Protection Manager, Initialbay Co., Ltd.
    TEL: 045-315-6101

  • 3. Purposes of Use of Personal Information

    • [ General affairs, human resources, and information security management operations ]
    • (1) We use personal information obtained from our regular employees and contract employees affiliated or under contract with our company, such as their names, addresses, and email addresses, for purposes including employment, contract, human resources, payroll processing, year-end tax adjustments, welfare benefits, and emergency contact.
    • (2) We collect personal information from applicants for employment, such as their names, addresses, contact email addresses, and age, and use this information for recruitment and screening purposes.
    • (3) We collect names and contact information from individuals who enter our company’s business premises or contact us via telephone, fax, email, or other means for the purpose of identity verification and communication, and use this information for security management, etc.
    • [ Electrical, telecommunication, and related equipment construction, and contracted service operations ]
    • (4) We collect personal information from clients (ordering parties), subcontractors, construction partner companies (construction orderers and order receivers), suppliers of goods and construction materials and other relevant parties, such as the names and email addresses of their persons in charge, and use this information for the fulfillment of contracts for construction orders, procurement of materials and equipment, provision of services and other related purposes, as well as for the execution of business activities and other operations related or incidental to these.
    • (5) We use personal information of neighborhood residents, landowners, construction personnel and other relevant parties, such as their names, addresses and contact details, for the purpose of our business activities, including providing explanations of construction or projects and obtaining necessary consents.

  • 4. Purposes of Use of Retained Personal Data

    • [ General affairs, human resources, and information security management data ]
    • (1) We use personal information obtained from our regular employees and contract employees affiliated or under contract with our company, such as their names, addresses, and email addresses, for purposes including employment, contract, human resources, payroll processing, year-end tax adjustments, welfare benefits, and emergency contact.
    • (2) We collect personal information from applicants for employment, such as their names, addresses, contact email addresses, and age, and use this information for recruitment and screening purposes.
    • (3) We collect names and contact information from individuals who enter our company’s business premises or contact us via telephone, fax, email, or other means for the purpose of identity verification and communication, and use this information for security management, etc.
    • [ Electrical, telecommunication, and related equipment construction, and contracted service operations data ]
    • (4) We collect personal information from clients (ordering parties), subcontractors, construction partner companies (construction orderers and order receivers), suppliers of goods and construction materials and other relevant parties, such as the names and email addresses of their persons in charge, and use this information for the fulfillment of contracts for construction orders, procurement of materials and equipment, provision of services and other related purposes, as well as for the execution of business activities and other operations related or incidental to these.
    • (5) We use personal information of neighborhood residents, landowners, construction personnel and other relevant parties, such as their names, addresses and contact details, for the purpose of our business activities, including providing explanations of construction or projects and obtaining necessary consents.

  • 5. Provision of Personal Information to Third Parties

    When providing personal information to a third party, we, except as required by laws and regulations, notify the individual in advance of the purpose of such provision and the specific items of personal information to be provided, and obtain their consent prior to such provision.

  • 6. Outsourcing of the Handling of Personal Information

    When outsourcing all or part of the handling of acquired personal information, we select contractors that meet sufficient standards for the protection of personal information.

  • 7. Voluntariness of Providing Personal Information and the Consequences for the Identifiable Person if Such Information is Not Provided

    Providing personal information is voluntary; however, please note that we may not be able to fulfill the identifiable person’s request if such information is not provided.

  • 8. Acquisition of Personal Information by Means Not Easily Recognizable by the Identifiable Person

    We do not collect personal information by means that are not easily recognizable by the identifiable person, such as through the use of cookies.

  • 9. Contact for complaints, consultations, etc. regarding the handling of personal information

    Hideaki Sato, Personal Information Protection Manager, Initialbay Co., Ltd.
    TEL: 045-315-6101

Purposes of Use of Disclosable Personal Information

  • 1. Personal information of our employees: For employment, welfare benefits and human resources management of our employees and retirees.
  • 2. Personal information of visitors to our company: For verifying the identity of and contacting individuals who enter our company’s business premises.
  • 3. Personal information of applicants for employment: For recruitment, screening and contact.

Procedures for Requests Regarding Disclosure and Other Handling of Personal Information

Identifiable persons may make the following requests regarding their personal information:
notification of the purpose of use; disclosure; correction, addition or deletion of content; suspension of use; erasure; suspension of provision to third parties; and disclosure of records of provision to third parties.
Our company responds to requests for disclosure and other handling of personal information through the following procedures.
Before sending the designated form, please read our “Handling of Personal Information,” and if you agree to it, please write your name in the designated space and send the form.

  • 1. Acceptance of requests for disclosure and other handling
    • (1) Fill out the designated form, and send it by mail to the address below or submit it in person.
      To Hideaki Sato, Personal Information Protection Manager, Initialbay Co., Ltd.
      1F, NTT Yokohama Minami Building, 3-54, Hananoki-cho, Minami-ku, Yokohama City, Kanagawa, 232-0018, Japan
      Please enclose 1,000-yen worth of postage stamps for the return of the review results.
    • (2) For identity verification, send the following documents by mail along with the form in (1) or submit them in person.
      • A copy of a photo identification document that can be used for identity verification, such as a driver’s license or passport, which includes the name and address of the identifiable person requesting disclosure or other handling.
      • A copy of a certificate of residence, which was issued within 30 days prior to the date of the request for disclosure or other handling.
    • (3) If an agent or legal representative (hereinafter collectively referred to as an agent) performs the procedures, send the following documents by mail in addition to items described in (1) and (2) or submit them in person.
      • A document certifying the agent’s authority, and a copy of a photo identification that can be used to verify the identity of the agent, such as a driver’s license or passport, which includes the name and address of the agent requesting disclosure or other handling.
      • A copy of the agent’s certificate of residence, which was issued no more than 30 days prior to the date of the request for disclosure or other handling.
      • If the agent is an attorney, a document showing their registration number.
      • A power of attorney indicating the authority to act as an agent.
  • 2. Requests are accepted using the designated form. Once the identity of the identifiable person who has submitted a request and, if applicable, the agent has been verified, their request is reviewed within our company.
    Please note that we may not be able to comply with a request for disclosure or other handling in the following cases:
    • where there is a risk of harm to the life, wellbeing or property of the identifiable person or a third party;
    • where there is a risk of encouraging or inducing illegal or unjust conduct;
    • where there is a risk of harm to national security, a risk of causing damage to the relationship of trust with another country or an international organization, or a risk of causing a disadvantage in negotiations with another country or an international organization;
    • where there is a risk of hindering the prevention, suppression or investigation of crimes, or maintenance of other public safety and order;
    • where there is a risk of seriously interfering with the proper implementation of our company’s business;
    • where disclosure or other handling would violate any law or regulation;
    • ・where it is necessary for our company to cooperate with a national government organ or a local government in performing the functions prescribed by laws and regulations, and notifying the identifiable person of the purpose of use or disclosing this to the public is likely to interfere with the performance of those functions.
  • 3. Notification of Review Results
    We notify an identifiable person or their agent requesting disclosure or other handling in writing of the results of our internal review without delay.
    We send the written notification to the address of the identifiable person or their agent written on the designated form.
    • If the documents used to verify the identity of the identifiable person or their agent contain the domicile of origin, they should redact it.
    • We responsibly dispose of the documents used to verify the identity of the identifiable person or their agent within six months of receiving them.
    • Before sending the designated form, the identifiable person or their agent should read the “Handling of Personal Information” on our website, and if they agree to it, they should write their name in the designated space on the form.
  • 4. Point of Contact for Complaints
    Name of accredited personal information protection organization
    [ Japan Institute for Promotion of Digital Economy and Community ]
    Contact for complaint resolution: Accredited Personal Information Protection Organization Administrative Office
    Roppongi First Building, 9-9 Roppongi 1-chome, Minato-ku, Tokyo, 106-0032, Japan
    TEL: 03-5860-7565
    Toll-free number:
    0120-700-779
    Contact information for inquiries: Hideaki Sato, Personal Information Protection Manager
    TEL: 045-315-6101
    FAX: 045-722-3630

Request Form for Disclosure, etc. of Personal Information